The Club Run Sheet: One Page Per Shipment

Run header and wine lineup

• Name the run and lock the ship datesGive it a name your team will use out loud, such as Fall 2026 Estate, and write the billing date, the first ship date, and the last carrier pickup. Good looks like three dates nobody has to ask about.
• List every wine in the runRecord vintage, varietal, lot, bottle count available, and which tiers it goes to. If a wine is short, note the shortfall now rather than discovering it on the pick list.
• Record label registration status per wineFor each wine, note the states where registration is required and whether it is on file. Any wine without clearance for a state gets a substitute named here, before anyone packs.
• Name the substitution wine for each tierEvery tier needs a stated fallback for the member whose state cannot take the headline wine. Good looks like a substitution nobody has to invent at the packing table.
• Set the box configuration per tierWrite bottle count, price, and shipper size for each tier. This is the line the packing line works from, so it must match what members were told.

Member file and billing

• Close the change window and note the dateWrite the exact date and time after which tier changes, address edits, and skips no longer affect this run. Everything after that date goes on the next run, without exception.
• Pull the hold and skip listRecord how many members held, skipped, or asked to defer, and keep the list itself with the sheet. Good looks like a count you can compare against the last three runs.
• Work the expiring card list before billingPull cards expiring in the next sixty days and contact those members ahead of the charge. Fixing a card before billing costs one email, fixing it after costs a phone call and a delay.
• Validate every shipping addressRun address validation and flag anything that fails, plus any business address in a state that requires delivery to a residence or the reverse. Note the count of rewrites.
• Reconcile members billed against boxes dueAfter billing, the number of successful charges should match the number of boxes on the pick list. If it does not, find the gap before the line starts, not after.

State by state clearance

• Confirm your license is current in every ship stateList the destination states in this run and check each license and renewal date. A lapsed license found on this page is an annoyance, found by a carrier it is a stopped shipment.
• Check volume caps per memberFor states with an annual volume limit per household, check what each member has already received this year. Note anyone who would go over and what you did about it.
• Match wines to state clearanceCross the wine list against the state list and mark any combination that cannot ship. Each blocked combination gets the substitution wine or a hold, recorded here.
• Note carrier requirements by stateRecord which destinations require an adult signature and any state specific labeling on the outer carton. The packing line should never guess at this.
• Log the members you cannot ship toWrite the members blocked this run and the reason for each. Good looks like every blocked member getting a message before the rest of the club sees a tracking number.

Pack, ship and close out

• Print the pick list by tierOne list per tier, in the order the line will pack, with substitutions marked. Give the line a printed copy so a screen refresh cannot change what they are packing.
• Write the weather hold rule for this runState the temperature or forecast that triggers a hold, who makes the call, and what the member is told. Decide it now, because nobody makes a good call at seven in the morning.
• Book the carrier pickup against your packing daysUse your real packing rate to set pickup days, and never let boxes sit over a weekend. Note the booked pickup times here so the line knows the cutoff.
• Keep an exception cart and log itRefusals, breakage, address rewrites, and late holds all go in one place with a name on each. Record the running count so the pattern is visible next run.
• Reconcile shipped against billed and file the sheetAt close out, boxes shipped plus exceptions should equal members billed. File this sheet with the manifests and the compliance records for the run.