--- title: B2B Site Setup, Amazon Inventory & Gift Baskets — 2025-11-07 type: article created: '2025-11-07' updated: '2026-04-05' source_docs: - raw/2025-11-07-doudlah-farms-marketing-amazon-ecommerce-inventory-call-100083609.md tags: - doudlah-farms - b2b - woocommerce - shipstation - stripe - paypal - amazon - fba - ecommerce - fulfillment - inventory - shipping - gift-baskets - old-world-popcorn layer: 2 client_source: Doudlah Farms industry_context: food-beverage transferable: false --- # B2B Site Setup, Amazon Inventory & Gift Baskets — 2025-11-07 ## Overview Working session with Mark and Lucy Doudlah to connect payment and shipping backends to the new B2B WooCommerce site, define a hybrid shipping strategy for wholesale accounts, resolve gift basket product and pricing decisions, and plan the next Old World Popcorn Amazon replenishment order. Amazon's FIFO inventory mismanagement was also surfaced as an active issue requiring escalation. **Attendees:** Gilbert Barrongo, Karly Oykhman, Avokerie Onorimuo (Asymmetric); Lucy Doudlah, Mark Doudlah, Jason Doudlah (Doudlah Farms) --- ## Key Decisions - **ShipStation, Stripe, and PayPal** were connected to the B2B site during the call. - **PayPal auto-transfer** set to **daily** to simplify accounting and date-based reconciliation for the CPA. - **Shipping model** will be hybrid: - Existing local accounts (e.g., Metcalfe's, Willie Street Co-op, Epic) → **free delivery**, set at the account level. - New customers → **calculated shipping** via a weight + zip code plugin (UPS or FedEx). - Large/LTL orders → **manual quote** using carriers like Speedy (Midwest only; ~⅓ the cost of UPS for eligible routes). - The Root Seller (Sun Prairie) → **$50 flat rate** delivery. - **FAIRE accounts** will not be migrated to B2B; they remain on FAIRE until they choose to move. - **Pre-launch user testing** will be conducted with three accounts: **Seasonal Harvest**, **Outpost**, and **Truvian**. - **Gift basket strategy decision** deferred to Mark Hope: either (a) add more product (4 → 6 bags) and raise price, or (b) keep current price and fill space with crinkle paper. - **Gift message plugin** approved at $80/year to replace the broken Loom plugin; messages will pass through to ShipStation for manual card writing. - **Old World Popcorn replenishment**: self-pack **4 pallets (2 white, 2 yellow)** to avoid TS Foods' $1.25/unit packing fee. Provides ~4–5 months of stock. --- ## Action Items - [ ] Update B2B pricing sheet: add L&L/Woodman's links; clarify "New" vs "2025" labels; add custom price lists for Al & Al, Piggly Wiggly, and Mark Bernard — **@Karly Oykhman** - [ ] Implement B2B shipping rules: set per-account delivery options; install UPS plugin; research Speedy, FedEx, and Unishippers plugins; configure $50 flat rate for The Root Seller — **@Karly Oykhman** - [ ] Confirm Stripe payout cadence and reporting with Mark Hope — **@Karly Oykhman** - [ ] Remove honey from Baker's Basket; update product description — **@Karly Oykhman** - [ ] Install gift message plugin; test ShipStation integration; send plugin name to Mark — **@Karly Oykhman** - [ ] Send Amazon Old World Popcorn order details (4 pallets) to Mark and Jason; include prior order for reference — **@Karly Oykhman** - [ ] Add Gilbert to next week's call to address Amazon inventory/FIFO issue — **@Karly Oykhman** - [ ] Email Karly custom price lists for Mark Bernard, Piggly Wiggly, and Al & Al — **@Mark Doudlah** - [ ] Measure gift box capacities; send dimensions to Karly for basket strategy decision — **@Mark Doudlah** - [ ] Order bags and stickers for Old World Popcorn self-pack order (Uline/McAdams); schedule TS Foods — **@Mark Doudlah** - [ ] Call Marty (farm hub) about his shipping and handling calculation methods — **@Mark Doudlah** --- ## Topic Notes ### B2B Site Backend Setup Connected ShipStation, Stripe, and PayPal to the B2B WooCommerce site during the call using two-factor authentication. PayPal auto-transfer was enabled and set to **daily** — transfers initiate daily but take 3–5 business days to clear. This approach gives a clean date-based record for CPA reconciliation. Stripe's payout schedule and reporting format still need to be confirmed with Mark Hope (internal). Mark Doudlah needs clarity on how to reconcile WooCommerce orders → Stripe deposits → ShipStation charges for cost-of-goods accounting. Apple Pay and Google Pay are **not** being enabled on the B2B site (they are active on B2C only). ### B2B Shipping Strategy The core challenge: Doudlah Farms has highly variable shipping arrangements — free local delivery loops, flat-rate charges, LTL freight, and UPS parcel — that can't be reduced to a single rule. **Approach agreed upon:** - Per-account shipping rules set at account creation time based on the wholesale application. - Free delivery accounts (Metcalfe's, Willie Street, Epic, Outpost, etc.) get that option locked to their profile. - New accounts outside the delivery area get calculated shipping via a UPS or FedEx plugin (weight + zip code). - LTL orders (e.g., 800+ lbs) will require a manual quote; Speedy is preferred for Midwest routes where available (roughly ⅓ the cost of UPS — example: $120 vs. $300 for a 335 lb order to Oak Crepes). - Speedy does not cover all of the Midwest; coverage should be verified by zip code on their website (S-P-E-E-D-E-E). - Unishippers was mentioned as a potential multi-carrier option but has poor customer service reviews — research needed before committing. Mark noted that UPS lost two shipments without reimbursement after a 4+ hour support call. FedEx is being considered as an alternative. Mark will call **Marty** (a farm hub operator who aggregates and delivers for multiple farms in the Chicago area) to learn how he handles shipping calculations. ### Gift Basket Updates **Baker's Basket:** Honey must be removed — product has crystallized and is not presentable. Description update needed. **Cool Beans Basket:** Pinto beans are listed in the description but missing from the product photo. Photo needs to be updated to include pinto beans. **Basket fill strategy (pending Mark Hope decision):** - Option A: Add more product (increase from 4 to 6 bags) and raise the price accordingly. - Option B: Keep current product count and price; use crinkle paper to fill visual space in the box. - Mark Doudlah will measure gift box capacities and send dimensions to Karly before the decision is made. **Gift message plugin:** The existing Loom-based plugin is broken. An $80/year replacement plugin was approved. It will pass the gift message field through to ShipStation, where staff will write physical cards manually. All gift basket product photos also need to be updated — current images show old bags with brown sticker labels; new bags have a "tested clean" printed label. ### Amazon Inventory & Old World Popcorn Replenishment **Product shelf life reference:** - Beans & Wheat Berries: 3 years - Popcorn & Mill Products: 2 years **Old World Popcorn replenishment plan:** - Current inventory is approximately 3 months of stock. - TS Foods charges $1.25/unit for packing — deemed too expensive. - Decision: self-pack the next order. - Order size: **4 pallets total — 2 white, 2 yellow** — providing ~4–5 months of stock at a manageable self-pack volume. - Mark Doudlah will order bags and stickers (Uline/McAdams) and schedule TS Foods for the shipment. - Karly will send the full order details (including prior order for reference) to Mark and Jason. **Amazon FIFO issue:** - Amazon is not rotating stock correctly — older inventory sits in warehouses while newer stock is picked and sold, causing product to expire before it can be sold. - Gilbert Barrongo is opening cases with Amazon to resolve the issue. - Gilbert will be added to next week's call to provide an update. --- ## Related - [[clients/current/doudlah-farms/_index]] - [[clients/current/doudlah-farms/b2b-site-overview]]