Purchasing & Receiving:
Corporate
Purchasing Staff for the purpose of this procedure will consist of
individuals who regularly order stock merchandise. As of date of
publication of this procedure that consists of Mike Solano and
Cookie Reynolds.
Sales Staff/Team
Members ordering product from vendor will give the vendor a purchase
order number (PO#) from their PO book when placing the order.
System Generated Purchase order numbers should only be used
for orders placed by the Corporate Purchasing Staff. Team Members
shall make sure all vendors are notified that we are now requiring
order confirmations within one day of placing an order and that we
require the purchase order# to be on the order confirmation. Team
Member will ask vendor to send order confirmation, including
freight, adders, additional charges or discounts via e-mail or fax
within one day. The order
confirmation shall be a printed hard copy.
Verbal verification
will not be considered a confirmation, it must be printed
confirmation from the vendor.
Team Member will
verify that the order confirmation has the correct PO # on it and
matches the quantities and costs of the product that they ordered.
The Team member will then build their Order/Special Order and
Purchase Order as per the procedure that follows this document.
They shall then ensure that the order confirmation matches
the costs that they have entered in the special order in the POS
system. PO with order confirmation attached on
top should be filed in tickler file by date created to await the
arrival of the product and checked off packing slip/delivery ticket.
Freight and
pallet charges to our customers will be built into the customer’s
order and the PO as separate line items and handled as follows:
Freight will be marked up 10% above freight charge from vendor.
Freight on Willamette
Greystone product- charge using SKU#
WGF @ $25.00 per pallet.
Pallets themselves will be charged at $16.00 per pallet,
$13.00 of which
will be credited back to the customer upon their return in good
condition.
Upon arrival of
product, Yard/Store Room Team Member unloads product off the truck.
Team Member will count product only after it has been
unloaded off the truck and will check it off the packing slip as
described below:
For each line item
on the packing slip/delivery ticket: tally marks to the right of the
quantity printed on the packing slip with a total quantity for each
line item to the right of tally marks, total
quantity is to be circled and Team Member’s legible name and the
date received recorded at the bottom of the page.
For each line item
on the packing slip/delivery ticket: any differences, damaged
product, changes or shortages should be clearly marked on the
packing slip/delivery ticket to the right of the printed quantity
stating what the difference is.
After packing
slip/delivery ticket is signed off by Yard/Store Room Team Member,
the packing slip will be given to the following people, being sure
to verbally notify them of any differences, damages, changes or
shortages immediately:
Commodity or stock items for
Store 1 purchased by the Corporate Purchasing Staff:
Place the signed packing slip in the receiving office inbox.
Stock P.O.s issued by the purchasing department will generally be a
5 digit number with the first digit being the store number. (ie:
17078)
If any irregularities exist make a note of the issue (damaged,
missing, wrong product etc.) If possible verbally explain issues to
receiver when dropping off packing slip.
Place the signed packing slip in the out to store 1 box.
Stock P.O.s issued by the purchasing department will generally be a
5 digit number with the first digit being the store number. (ie:
21021)
If any irregularities exist make a note of the issue (damaged,
missing, wrong product etc.) If possible verbally explain issues to
Store Manager when placing packing slip in out box.
Commodity or stock items for
Store 4 purchased by the Corporate Purchasing Staff:
Place the signed packing slip in the out to store 1 box.
Stock P.O.s issued by the purchasing department will generally be a
5 digit number with the first digit being the store number. (ie:
44032)
If any irregularities exist make a note of the issue (damaged,
missing, wrong product etc.) If possible verbally explain issues to
Store Manager when placing packing slip in out box.
Special Orders or Stocking Purchase Orders placed by Sales Team
Members and by Corporate Purchasing Staff
The P.O. Numbers for these types of purchases will begin with the
initials of the person who placed the order (ie: K11212)
Place the signed packing slip in the inbox for the person who placed
the order being sure to verbally convey any discrepancies,
shortages, damage or problems with the order.
Packing slips that do not have an identifiable P.O. Number on them
should be forwarded to the Store Manager to investigate who placed
the order.
All Sales Team
Members receiving the signed off packing slip will check the slip
against their purchase order and order confirmation for accuracy and
to make sure they received all product ordered. If the freight
amount was unknown at the time order was initially placed, team
member will contact vendor to get the freight amount and update the
cost and retail in the Special Order in POS and update the freight
line in the Purchase Order in MPO.
Sales Team
Members will staple the following documents together in this order,
packing slip, a copy of their order confirmation and a printed copy
of their P.O. together and forward to the receiving office. All
packing slips given to team member must be properly submitted to the
receiving department prior to the end of each day.
Packing slips
received for orders placed by Team Members who are on vacation or
sick shall be routed to their supervisor to handle.
Packing slips
submitted to the Receiving Office that do not conform to the
requirements of Section 7 will not be received and instead will be
immediately routed to the Team Member’s Supervisor who will take the
appropriate action to remedy the situation.
Under no circumstances
will the Receiving Department receive the product until all
documents are presented and correct. Under no
circumstances are sales staff to sell or release the product to a
customer until the product is received correctly by the Receiving
Department.
Once the product
is received the Receiving Department will pass all finalized
receiving documents to the Accounts Payable Department to match with
incoming bills. Any errors or discrepancies will
be brought to the attention of the Store Manager who will work with
the Sales Team Member who ordered the product.
Any issues will be handled with the vendor in a timely manner to get
the bill paid by the discount or due date, whichever comes first.
Copies of all necessary paperwork (order confirmations,
packing slips/delivery tickets will be provided to help the Sales
Team Member get the issue resolved with the vendor.
Credits and Credit POs
will be handled as per above procedures, with a printed Returned
Goods Authorization (RGA) or a Credit Confirmation being obtained
from the vendor showing credit amount/restocking fees and attached
to a copy of the PO and given to the Receiving Department.
Credits should only
be passed on to the customer once we have the credit confirmation in
hand from the vendor.