Tip Tuesday: My Beautiful Binder

Until recently I used the file system for keeping all my coupons organized. Then, I attended a Savvy Shopper class and Amy convinced me to try out the "binder method." (Mostly because the day before I'd gone shopping without my coupons, doh!)

Basically, you clip all the coupons you think you might use whenever an insert comes out and store them in baseball card sheets in a binder. The binder goes with you while shopping so you always have access to your Q's. Improving the chance that if you find something marked down or on clearance you'll be able to match a coupon for a great deal.

Here's my binder:

Isn't it pretty! Purple is my favorite color. My binder is a CaseIt 4" with strap and velcro closure. Ideally I wanted a 3" zipper binder, but I found this beauty on clearance at Office Max for $6 (reg. $19.99). So, that's what I'm using.

There's an accordion section in the front where I keep all the current store circulars. You never know when you need to check a price or a size or find out what's included in a Mix & Match sale.

This is the store section (Albertson's is pictured). Where I keep my list for that store, any coupons I'm using that day, plus any catalinas or store coupons. While I'm shopping I'm turned to this page. My binder lies open on the basket part of the cart (see pictures of other people's set up here and here).

And, finally, I have my coupons organized in Categories and Sub-Categories. The Categories are labeled on tabbed dividers and the Sub-Categories are labeled with a sticker on the bottom right hand side of the baseball card holders.

Since I have had several requests for how I label, here are my Categories:

• Baby
Diapers
Wipes
Soaps/Shampoos


• Bread & Cereal
Cereal (2)
Breakfast Foods
Bars
Breads
Rice/Pasta
Chips/Crackers
Popcorn


• Canned Goods
Fruits
Vegetables
Soups
Other


• Cleaners
Dish Cleaners
Fabric Cleaners (2)
Standard Cleaners (2)
Bathroom Cleaners
Air Fresheners


• Dairy
Cheese
Butter/Oil
Yogurt
Other


• Dessert
Cookies
Frozen Desserts
Cake/Brownie Mixes
Fruit Snacks/Jello/Pudding
Drinks (2)
Candy
Baking Goods


• Meat
Poultry
Lunchmeat
Breakfast Meat
Seasonings/Sauces
Other


• Medicine
Pain Relievers
First Aid
Stomach Aids
Vitamins
Other


• Paper Goods
Tissues/Paper Towels/Napkins
Bags
Foils/Wraps/Containers
Plates/Cups/Utensils
Toilet Paper


• Personal Hygiene
Facial Cleansers
Bodywash/Soaps (2)
Lotion
Toothbrushes
Toothpaste
Other Tooth Stuff
Deodorant (2)
Shaving Needs
Makeup
Shampoo/Stylers (2)
Feminine Hygiene
Personal Items
Eye Stuff
Other


• Misc.
Nuts/Peanut Butter
Sauces/Salsa/Ketchup
Frozen Goods (2)
Salads/Dressing
Fresh Produce
Other Food
Other Household Items


• Retail


• Restaurant

Categories are very personal and will change. For example we do not have a pet, so I have no pet section. We also use very little medicine so that is reflected in my sub-categories for that section. You should customize your Categories and Sub-Categories to match your families situation as well as likes and dislikes.

I really like my binder. I'm able to snatch up deals I wouldn't have been otherwise. And, I will no longer forget my coupon envelope as it's really hard to forget the beast of a binder I have.

My Coupon System: Part 4

::Ads::

As part of my Large filing box, I keep folders for each store I frequent.  Inside you will find any information on store cards, web-site and login information, ads and/or price sheets.  I do this for a couple reasons.

First, I was sick of having a pile of ads on my desk.  Most of them were outdated and I never could find the one I wanted to look at.  Plus it was awful to look at!

Second, it is nice to have the ad to refer to throughout the week it describes.  I like to take any ad I'm going to price match from in to Wal-mart with me.  Having them organized this way guarantees I can find the ad quickly when I need it.

Lastly, when a new ad comes all I have to do is trade the old one for the new and throw the old away.  No outdated ads at my house!

So, when a new ad comes I will generally scan through and make note of any deals that catch my eye in my notebook.  Then, I place the new ad in its folder and the old ad goes in the garbage (I always check the old ad for coupons that may be clipped and added to my collection before tossing).

::Rebates::

Whenever I find a new rebate opportunity I clip/print it and place the form in my REBATE folder, found in my Large File box.  I make sure to list in my Spreadsheet the rebate specifics and expiration date.   

I keep a running list of products I want to purchase for rebate offers in my notebook.  I also search for a coupon and/or sale to match with the rebate for more savings.

As I buy the product and assemble the rebate I copy everything I send off and keep a copy in my rebate folder.  You have to pay special attention to the requirements on each rebate.  Each one is slightly different and I try to follow the instructions to the letter.  When the check comes I move my copy to a received section of the folder so I know not to try and claim a rebate I've already received.

I've mentioned my notebook a couple of times in this post.  In the final edition of this series I'll talk about the notebook, how I put my deals together, and how I shop with coupons.

My Coupon System: Part 3

You now know the reasons behind why I've set my system up the way I have, and a little about my Spreadsheet.  Here's a look at how I organize all those coupons.

After I have entered my inserts in my spreadsheet I label a folder for that week, drop the inserts in the folder and file it away in my large box.  When I have loose coupons, such as when I print coupons or receive them in the mail, I first make sure I enter them into my spreadsheet, then I file them in my small box.  

My small box is arranged alphabetically by the product description field of the spreadsheet.  All General Mills cereal coupons, for example, are filed under G since most sales are for "General Mills Cereals" and not for a specific cereal.  

To find where a coupon is located I search my spreadsheet, locate the coupon I want and read the "code" column for that specific coupon.  All the Insert coupons will have a code something like this:  S 10/12-4.  Which means that coupon can be found in the Smart Source insert for Oct. 12 (10/12) on page 4.  Other insert codes are RP for Red Plum and P&G for Procter & Gamble.

Also in my large box I have a folder for each store I have ads or price lists for and a place for rebates.  More on those and how I plan my deals in the next part of this series. 

My Coupon System: Part 2

The key to my system is my spreadsheet.  I have a simple Excel spreadsheet where I list every coupon I have.

(click on the picture for a larger view)

On Mondays, I download the Sunday newspaper ad insert data from Savvy Shopper, format to fit my spreadsheet and check to make sure it matches the coupons I have.  I provide the finished product in my Insert Highlights series.

I really like the spreadsheet method because it is so easy to search for coupons while I'm reading the store ads or surfing the internet.  All I have to do is use the FIND feature in Excel and type in whichever product I'm looking for.  This eliminates looking through all the individual coupons when planning my deals.

The spreadsheet is also great for finding coupons that are about to expire.  Once a week I sort my database by expiration date (Data-->Sort, choose "expiration date").  Then, I read through and see if there are any coupons that I would really like to use before they expire.  I can add the product to my list so I'm sure to use them.

Just scrolling through the spreadsheet, when sorted by product, also gives me an idea about which items I may have a manufacturer's coupon to stack with a store coupon.  Or, I'm able to quickly see if I have a coupon to go with a rebate offer.  (I enter all rebate forms I have in the spreadsheet as well)

Having all the information on which coupons I have in the spreadsheet helps me feel organized and in control.  Coupons tend to multiply and they are small and easily lost.  Next in this series I'll explain how I store the coupons themselves.

My Coupon System: Part 1

I think it is high time I explain my system for clipping, matching and using coupons.  In this series I'll share my method for organizing.  There are a number of systems out there and each person should choose what works best for them.  I've chosen and developed my system based on a number of issues that are important to me.

First, I didn't want to spend any money setting up my system so I only used supplies I had on hand.  Spending money to save money seems wrong, in my opinion.

Second, grocery shopping is very hectic when you are trying to control 2-3 little monsters at the same time.  I needed a system that would make things go smoothly.

Third, my time is important.  I don't want to spend hours clipping coupons I may never use.

Fourth, it must be organized.  I cannot function when my surroundings are out of control.

Finally, I have a very limited amount of cash to spend each week and I stress if I'm not clear on where it is all going and wether I have enough to cover the basics.  (and yes I only use cash)

I'm always on the look out for new ideas to make my system better and more efficient.  The system will change as my needs and ability improve as well as when I find new and better resources.  Am I missing great deals because of the way I'm organized?  Probably, but you have to realize that you won't be able to do every deal and get the best price every time.  It is a hard lesson to learn.  But I do get great deals and I get a great price most of the time.