4thStreetFoodCoopTWiki> Store Web>HowTo>ProceduresOrdering (20 Oct 2010, LippeLippe)
  • Shipment labels should not have names (e.g. Attn: John) unless they are actually intended for that person to open
  • Read over the RetailGlossary to become familiar with ordering lingo.
  • Net invoices may come w/shipment or service, or be sent separately?
    Packing slips may be the only item accompanying shipments, and may be packed inside the box, or attached. They may not be included at all..
    (Q to Dan: do invoices ever come before the shipment? They def. sometimes come well after)
  • Electronic invoices that are sent directly to accounts payable:
    • "OK, if you tell finance not to print it themselves. I'm not sure right
      now how to handle the logistics of this in the future. I can either
      have accountspayable forward everything to you, as it does to me and
      Finance, or we can change the accounting contact for that company to
      bags (at) 4thstreetfoodcoop (dot) org , in which case anything they send there you
      should forward to accountspayable. I wonder what other stores do.
      Dan"
  • Yes, net (also called "terms") means we have that much time to pay the
    bill. You'll see Net 15, net 30, net 45, etc.. depending on who you
    deal with. If they say "we'll invoice you", you need to clarify
    whether they mean they will invoice and expect pre-payment, or invoice
    and offer terms.
  • If items are invoiced with terms:
    1) Place the order.
    2A) Create a wiki entry if you want members on shift to handle receving.
    - Take a look at Dans wiki entries to get an idea of what sort of
    info to put down:
    NonUNFIDeliveries
    If you need help with the wiki, ask me or Dan.
    - Include in wiki directions "put the invoice in the black filing tower."
    - Come in & check the shipment, product pricing and stocking, sign the invoice
    - If the invoice doesn't match the shipment, contact company to
    settle the issue.

    2B) Ensure that it says: "Attention: <your name>" if (and only if) you want to handle it.
    Follow all of the same steps, except you'll be doing it all.
    The package still might be opened, you just never know, so if you
    have any control over when it arrives, try and have it come such that
    you will be in the store shortly thereafter.

    If items require pre-payment:
    - Create invoice from email or use snail-mailed invoice from company.
    - Sign off for it, leave it in one of the finance slots.
    - go to step 2A or 2B in the above instructions.
    If items are invoiced with terms:
    1) Place the order.
    2A) Create a wiki entry if you want members on shift to handle receving.
    - Take a look at Dans wiki entries to get an idea of what sort of
    info to put down:
    NonUNFIDeliveries
    If you need help with the wiki, ask me or Dan.
    - Include in wiki directions "put the invoice in the black filing tower."
    - Come in & check the shipment, product pricing and stocking, sign the invoice
    - If the invoice doesn't match the shipment, contact company to
    settle the issue.

    2B) Ensure that it says: "Attention: Zoya" if you want to handle it.
    Follow all of the same steps, except you'll be doing it all.
    The package still might be opened, you just never know, so if you
    have any control over when it arrives, try and have it come such that
    you will be in the store shortly thereafter.

    If items require pre-payment:
    - Create invoice from email or use snail-mailed invoice from company.
    - Sign off for it, leave it in one of the finance slots.
    - go to step 2A or 2B in the above instructions.
  • Policy statement: sharing of catalog info (against contract with UNFI? others?, should be agreed to by ordering staff)
  • commercial orders
  • special order procedures
    • digital: (trac/mantis/redmine/pivotaltracker?)
    • paper:
  • Samples
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Topic revision: r7 - 20 Oct 2010 - 01:07:44 - LippeLippe
Store.ProceduresOrdering moved from Store.OrderingProcedures on 14 Sep 2009 - 01:39 by LippeLippe - put it back
 

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