Recommended parts, accessories and clothing routines

Summary

This article explains some of the "best practices" you can follow throughout using Platinum software to give the best results in your stock system.

More Information

Within any business, there a number of routine daily, weekly and monthly tasks that need to be carried out in order for the business to operate smoothly and efficiently, and to enable any errors to be picked up at an early stage. The following article sets out the preferred routines for stock purposes.

Daily Routines

Goods Received

Any deliveries should be booked into stock as and when they arrive by receiving in an existing purchase order. The goods received note should be attached to the supplier’s delivery note or invoice and passed to accounts. If there are items for customers, check that all the items required for that customer have been received, then contact the customer to collect them. If there are items for workshop jobs, go and allocate them to the job and put them in a box or a bag with the job card for the technician to collect.

Orders Required

Bearing in mind any order cut-off times that you may have, run a reorder report to check for any parts that might need ordering. From this list, decide what you need or want to order and create the orders from here. Anything that has been ordered specifically for a customer or for a job should already be on purchase order. Check the 'POP001' – Unallocated Orders Account for the items that need ordering. Transfer the items to the appropriate supplier accounts and print the purchase orders, and then place the orders with the supplier. File the purchase order print.

Workshop Requirements

Review the workshop diary for about a week ahead looking for jobs where parts could be allocated in advance (services, sales jobs and other obvious ones). Edit the jobs, go to the Estimate area and build up the parts list required for the job, then backorder the parts which checks for stock of the items. Pick the bits that are in stock, and the items out of stock will go to the purchase ordering system automatically.

Review Customer Orders

Check on outstanding customer orders and update them as necessary.

Weekly Routines

Stock Take

Carry out a stock take of a small number of items every week. Pick a different set of items each week and check the actual stock against what the computer shows. Adjust to bring the levels back into line having investigated the differences (assuming there are any!).

Monthly Routines

Stock Management

Review reorder levels for stock, and amend as required. Check for old purchase orders that should have been “supply or cancel” that are shown as outstanding. Check aged stock and decide how to move it.

See also

• Getting Started
• Getting Started - Stock Control
• Getting Started - Workshop
• Getting Started - Order Processing
• Useful Keys

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Keywords AND Misspellings

parts, accessories clothing, processing, procedures, Recommended