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)
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).
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.
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.
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.