Recommended parts, accessories and clothing routines
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Contents
Summary
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.
