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      Department and Duties in the System

      Daily Duties in Company

      This document has been created to ensure each aspect of your business is handled by the correct person.  It helps to make sure nothing slips through the cracks, and it also is used to properly disperse jobs for growth.  To use this document, make a list of every employee you have, their current job in the company, and their strengths/weaknesses (good with people, organized, not reliable, leaving in a year).  You will then print the attached document and put 2 names on each job task (not the title but each task).  1 person is the primary in charge of the task.  The other is backup.  The key is ONLY 2 people per task no more!  If someone has too many tasks this helps you hire OR to move around other people in our company that don't have enough assigned to them.  Once you are finished, save this MS Word with the names next to them.  Give out a copy to each employee with their duties highlighted or you can copy and paste their job only into a separate Word doc.  When someone leaves the company, you will update this document so save it somewhere you will remember!  When you grow you will use this document to help determine who to hire and what their job description should be.  Please send your success manager a copy so that we can review it and save it in your records.

       

      OPERATIONS MANAGER

      Items for PO

      • Items for PO is a feature for reviewing all the items that need to be ordered for customers as well as items that are ordered for stock.  
        • Purchase orders are created and sent to the List of Purchase Orders that need to be generated.  

      Access All PO:  

      • Generating Purchase orders while adding any stock items to the PO 
      • Recording ETA- (Estimated Time OF Arrival) should be entered because it affects a lot of areas in the system, and it needs to be updated as new info is available.
      • Ship list- this is used to print the barcode labels before the merchandise actually arrives. Attach the labels to a copy of the original PO and store them in a cabinet in the back of the warehouse by the docks, waiting for the merchandise to arrive. 

      Pick List : 

      • A Pick List is a document that lists items and where they are located within the company that is scheduled for that day’s delivery.  The Pick List is used for the following:
        • Scheduling Deliveries 
        • To contact the client to verify they still want to pick up or have items delivered that day.  The Operations Manager is responsible for updating the delivery date if it should change.
        • Used by the Warehouse Manager for Staging

      Delivery/Pick-Up Memo

      • A Delivery/Pick Up Memo is the document that is generated prior to delivering items to a customer.  This memo is used to verify that the customer has received their items in good condition.  The customer is required to sign off on the memo and it is returned to the Warehouse Manager to confirm that the delivery has been properly processed.  
        • Delivery / Pick Up memos should be generated and printed in this order: (Office Copy, Customer Copy; Copy to Be Signed and Map) The Warehouse Manager uses these memos for routing.   

      Back Order Memo 

      • Back Order memos are deliveries/pickups that a customer has not taken with them or had delivered.  
        • Memos should be generated and printed in this order: (Office Copy, Customer Copy; Copy to Be Signed and Map) They are given to the Warehouse Manager for routing purposes.   

      Repair Memo 

      • Repair memos are auto-generated when a delivery is confirmed and there is a damaged item left at the customer's home that needs servicing. 
        • These should be printed in the order of (Office Copy, Customer Copy; Copy to Be Signed, and Map) They are given to the Warehouse Manager for routing.  

      Bring Back Memos 

      • These are used when a customer wants to return something that has already been confirmed delivered. 
        • These should be printed in the order of (Office Copy, Customer Copy; Copy to Be Signed, and Map) They are given to the Warehouse Manager for routing. 

      Special Service Memo 

      • Special service memos are used when there is a complaint after the delivery/ Pickup is already confirmed complete.
      • Special Service memos are manually generated in the search customer file or special service memo area depending on if they are a client that already exists in the database. 
        • These should be printed in the order of (Office Copy, Customer Copy; Copy to Be Signed, and Map) They are given to the Warehouse Manager for routing. 

      Transfer memo 

      • The transfer memo is used to initiate transfers between store locations or locations within the store such as from the back room to the showroom. 
        • These should be printed in the order of (Office Copy, Customer Copy; Copy to Be Signed, and Map) They are given to the Warehouse Manager for routing. 

      Confirming Memos

      • This process needs to be done with all Deliveries, Pickups, Backorders, Repairs, Special Services, and Transfer memos.  
        • These memos are signed by the receiver and are returned by the drivers to the Warehouse Manager who then matches them up to the Office copies and returns them to the Operations manager for confirmation. For the inventory to be adjusted correctly everything must be confirmed no later than the morning of the following business day.

       

      Supervisor Reports -Delivery/Pickup, Back Order, Repair, Transfer

      • This is one of the many supervisor reports available in the system.  
      • Allows an overview of what memos were done for the selected days as well as any notes related to the memos. 
      • It is also helpful in catching missing merchandise during transfers. 
        • This report should be checked every day to verify all memos that have been generated have been confirmed.  

      Delivery Calendar and Receiving Calendar 

      • Calendars are used by the Operations manager to schedule warehouse staff based on quantity of Deliveries, Pick Ups, and incoming shipments

      Authorizing Inventory Adjustments 

      • Authorizing inventory is done by the Operations Manager after a Retake Inventory has been completed.  Shrinkage and overages are accounted for through the Retake Inventory.

      Message Board 

      • Method of sending and receiving messages regarding meetings, appointments, events, client calls etc 
      • Communication method for EZ Process Pro to provide updates on software and any company announcements. 

       

      WAREHOUSE MANAGER 

      Access All PO 

      • Invoice#- this is where the merchandise is recorded as received; this can be done at the docks or by bookkeeping however the person responsible should not leave for the day until all the received shipments are 100% recorded. Not doing this properly will cause many difficulties in the system.
      •  Pick lists provided by the Operations Manager are distributed by the WH mgr for picking. 
      •  Pick lists and Maps are used to route trucks 
      •  Office copies of all memos are signed by drivers as they accept merchandise onto the truck. The office copy stays with WH Mgr. in boxes labeled Delivery / Pickup Out; Backorder Out; Repair Out; Special Service Out; Transfers Out. 
      •  When drivers return with signed copies they are put into "IN" boxes labeled Delivery / Pickup In; Backorder Out; Repair In; Special Service In; Transfers In. The WH Manager then matches the copies and returns them to the Operations Mgr for confirmation. 

       

      Inventory: 

      • There are several reports under this feature.  These reports help you determine what inventory you have in stock, what needs to be purchased, and what type of buying trends your company might have.  Based on these trends, the system recommends which items and quantities based on how long it takes to receive shipments.  
      • Keeps track of Isles Rows and Bins in the system and every once in a while, checks for accuracy 

      Retake Inventory 

      • Use to cycle count the Warehouse on a regular basis. 

      Message Board 

      • Method of sending and receiving messages regarding meetings, appointments, events, client calls, etc 
      • Communication method for EZ Process Pro to provide updates on software and any company announcements. 

      BUYER 

      (This job can be combined with Operations Manager in smaller companies)

      Inventory - Buying Reports: 

      • Just in Time Inventory -Run the report to get buying recommendations and utilize it to add items to the purchase orders. 
      • Aged Inventory- Run the report to find out what has been sitting in WH and is not moving and mark it down to clearance it or put on the showroom if it's not there already. 
      • Item Reports- used to view info about your top sellers as well as all your items as compared to one another. 
      • Inventory Line 4 "Buying Report"- Gives month-to-date year-to-date and 2-year back sales history on each item and is used to make buying decisions when compared to the QTY Available listed on this report. 
      • Items not on Showroom Report
      • Inventory Movement Report
      • Purchase orders For Stock 
      • When buying at the market this person is responsible for getting the purchase order, manufacturer's entire catalog in EXL and entire picture base to the Website / System database manager

      Message Board 

      • Send and receive messages regarding meetings, appointments, events, client calls, etc. 

      SALES MANAGER

      Sales Reports: 

      • Use these on a regular basis to track the quality of your sales staff (% of total sales, % of total collected, % of total profit, average gross margin) 
      • Use this report to view undelivered sales and find out why. 
      • Use to view quotes never transformed into sales and verify notes are made that they are being called on a regular basis. 
      • Use this to manage mailers and letters. 
      • Use this to track clients with balances and why. 
      • Check reports of quoted but not sold customers.  These will be the e-commerce people who added to a shopping cart but did not buy yet.  That way you can remarket to them.

      Price Tags 

      • Sales Manager is responsible for keeping the floor tagged with the most up-to-date pricing, they are also responsible for verifying all items are tagged at all times. 

      Personal Area 

      • View Commission and Spiff: The salesperson is in charge of verifying that all their commissions and spiffs due to them are posted prior to the date payroll should run. If not, they should use other features in the personal area to track why the commission has not yet posted a follow-up with the proper department. (Example: A delivered sale is not showing in commissions, at a closer look it is because the operations manager has not confirmed the delivery completed) 

      Calendar

      • This is used to keep track of appointments, meetings and work schedules. 

      Message Board 

      • Send and receive messages regarding meetings, appointments, events, client calls, etc. 

      SALESPEOPLE 

      Personal Area 

      • View Commission and Spiff: The salesperson is in charge of verifying that all their commissions and spiffs due to them are posted prior to the date payroll should run. If not, they should use other features in the personal area to track why the commission has not yet been posted and follow up with the proper department. (Example: A delivered sale is not showing in commissions, at a closer look it is because the operations manager has not confirmed the delivery completed) 

      Back Orders 

      • This report can be used to follow up with the customers that are waiting on goods and call or send them a letter with the most up-to-date "Estimated Time of Arrival" notes can also be kept in this area to record all communications with the client. 

      Quotes 

      • This is a list of all the quoted clients that never changed into a sale. Remember quotes are very useful if a customer is going to walk, generate a quote, and do not show the manufacturer, item #, or price/item on the copy of the quote. At least you can get their contact info to follow up but, they do not have anything to use to shop your competition. 

      Customers With Balance 

      • This report is a follow-up tool for customers with balances on layaway or in-house financing. You can call or send them a letter and notes can also be kept in this area to record all communications with the client. 

      Calendar

      • This is used to keep track of appointments, meetings and work schedules. 

      Message Board 

      • Send and receive messages regarding meetings, appointments, events, client calls, etc. 

       

      BOOKKEEPING

      Access all POs- 

      • Invoice # - record billing invoices from vendors and maintain invoices for any adjustments that need to be made. (credits, adjustments, freight, advance payments) 

      Supervisor Report 

      • Sales, Payments, Quick Cash, Refunds, Quotes - This report is used at the end of the day as a daily transaction report and should be matched against the actual receipts with the money in them to verify each receipt contains the proper funds. If a receipt is missing at the end of the day, then this report is used to track which employee is responsible for the money. 

      Reports- Financial Reports 

      • Revenue Reports- they can be done daily, throughout the day, or for specific time periods and can be used for a plethora of information. They can be used to see monies brought in for a specific time or even to match up end-of-the-month merchant service statements. 

      Expense Reports 

      • used to track what money is going out and to whom. 

      Receivable Reports 

      • track who owes your company money and the status of their account. In-house finance bills and payment letters are also generated using this report. 

       Payables Report.- 

      1. set up and maintain GL expense accounts using Add/Edit Category
      2. Enter and maintain payable accounts through Add/Edit Account
      3. Enter or Modify Invoices not related to goods or purchase orders for example your electric bill.
      4. Enter or Modify Credit Card Bills
      5. View Payables - this feature is where you go to view unpaid bills and pay them. The bills can be paid through check or credit card. Checks can be printed directly through the system or hand-processed them recorded into the system. ALL Taxes are also paid and processed through this area
      6. Bank Ledger - add debits and credits to your bank accounts which will also post into your financials. The bank ledger is used to view and balance your checkbook.
      7. Income Statement - This report can be pulled daily or for a period of time on a cash basis to get a true image of all money physically changing hands. It can also be pulled using an accrual basis to see the health of a company. These reports are all built to allow the user to dig deeper into their info.
      8. Balance Sheet - this report runs from the first live date that data is entered into your system through the current date.
      9. Asset Reports - Adding and Editing assets that are not automated through the system. (Example: Equipment, Machinery, Land, Buildings)
      10. Inventory Only or for all assets and will allow you to know the value of what the company has product-wise in each location by looking deeper you can also see how much money you have tied up with each manufacturer and then looking even deeper you can get specific details on each individual item in your inventory. 
      11. View All Assets - will give you an overview of all the assets the company owns and specific details on each 
      12. Tax Reports - These are the W2, W3, 940, and 941 reports that are used to create forms for the government. 


      Payroll 

      • Processing payroll and making any necessary adjustments before concluding by printing or processing checks 

      Take Customer Payments 

      • search customers and enter their payments. Taking payments includes collecting COD money and recording it into customer files. 

      Generate Refunds 

      • Create refunds when necessary. This includes applying restocking fees to sales and any other type of refunds. Most clients will set regulations that refunds are only done during bookkeeping office hours. This keeps you from having to deal with these types of clients on busy weekend selling days. 

      Edit Sales When Necessary 

      • Editing a sale allows you to make changes to the original sales receipt. This includes but is not limited to product, discounts/adjustments, deposit amount, deposit type, and sales location. 

      Adjustments 

      • This person only needs access to adjust sales cost and asset costs. This feature is a "back door" way of correcting mistakes. 

      Manage Auto Draft 

      • This person monitors the auto draft reports for clients not clearing.

      WEBSITE / SYSTEM DATA MANAGER



      Add Group; Edit Delete Group; Add/Edit Finish; Add/Edit Fabric; Add/Edit Options 

      • Maintains all the product lists in the software and stays in close communication with the vendors to add and discontinue items, fabrics, finishes, options, and create packages (Often this Job is Done by the Operation Manager) 
      • Create any necessary sets
      • Assign prices if it is not auto-set

      Upload Pictures 

      • Used to maintain both the product catalog on the system as well as the online website. 
      • Upload individual item pictures

      Set up and maintain categories.

      • In system
      • For auto-maintained manufacturers

      Website

      • Activate items for the website
      • Apply flags to items on the website
      • Apply any package pricing to items on the website
      • Maintain marketing banners on the website
      • Maintain YouTube videos for the company on the website
      • Maintain YouTube videos for products on the website

       

      Accounting /Bookkeeping Dept

      Setting Up

      1. Management- Reports- Financial Reports- Accounts Payable Report – Add Category (any expense category not already covered needs to be added ).  To see what is already in the software go to Management- Reports- Financial Reports- Expense Report (look at the query page and it will show you the existing categories.
      2. Management- Reports- Financial Reports- Accounts Payable Report – Add Account (any account that you pay on OTHER THEN PRODUCT VENDORS) needs to be added here.  To see what already exists go to Management- Reports- Financial Reports- Accounts Payable Report – Edit Account and see what is in the drop menu.  Deactivate any that are wrong, edit any that have been mistaken, and add any that are missing.
      3. Add any credit card accounts you have to the system.

      Set up a real bank account to start live ASAP:  

      Make sure your vendors are all in and correct.  Go to Getting Started- Add / Edit Retail Vendor.  Make sure that any in are correct and any missing are added. 

      1. Enter any unpaid operations bills such as electricity, advertising, etc. They need to get into the system as payables.  This does not include “product vendors” Go to Management- Support- Financial Reports- Accounts Payable Report- Enter Invoice.  (THIS IS NOT PRODUCT!!! ONLY YOUR OTHER BILLS)

      Once a week

      Pay off ALL existing payables.  Go to Management- Reports- Financial Reports- Accounts Payable Report -View Payables.  Pull the report to include everything like it does below.

      In the future, you will need to pay all your bills here



      The report will look like this:  Click on the # of invoices and choose to pay any that have already been paid.  If you know you have not paid some then don’t pay them because you will want to do that to correspond with when you really do pay them. 




      This is what it looks like when you click on the # of Invoices.  It does not really matter in order to get caught up if you record the payment exactly how it happened.  You can use a fake bank account and pay each payable company (all invoices) in 1 lump if you prefer but once you go live it has to be done correctly.





      Once a week

      Enter regular bills:  Go to Management- Support- Financial Reports- Accounts Payable Report- Enter Invoice.  (THIS IS NOT PRODUCT!!! ONLY YOUR OTHER BILLS)

      Pay Bills:  Go to Management- Reports- Financial Reports- Accounts Payable Report -View Payables.  Pull the report to include everything.

       

      DAILY

      Record Deposits in Bank Ledger:

      Go to management- Reports- Supervisor Reports- Sales, Payments, Quick Cash:  Pull the report based on how you manage the bank accounts and deposits.  If all the deposits go to the same account for all locations, then pull the report to include all locations

      The numbers at the bottom SHOULD match what you actually deposited to your bank account that day (but double check)

      1. The Total Credit Card should be checked against your online batch with Vantiv (they provided you a website to match the system report to the online report) You will then add to the bank ledger the MC/ Visa deposit as 1 line, the Amex Deposit in another.  You want to mirror as closely as possible how they actually deposit.
      2. The Finance company Direct Deposit is supposed to be the clients that were charged through TD Bank etc.  Those that the funding has been authorized with a tracking number.
      3. Total Deposit: this should match the deposit slip that you bring to the bank.  If it does not only record in the EZ Process Pro bank ledger what you actually deposited to the bank 



      Every Week 

      Reconcile the bank account, clear transactions, and record additional fees and debits.

      Go to management- reports- financial reports- bank ledger- view bank ledger (at the very bottom you will add credit and debits) rule of thumb:  never check the box that says post-credits to revenue in your situation these are just deposits from sales in the system that already went to revenue.  Debits you WILL check post to expense and choose the expense account to use. 




      Every Week

      Accounts Receivable Collections – Management- Reports- Financial Reports- Accounts Receivable- (regular receivable and Collection Report.  Look at the accounts receivable to determine how much overall people owe you on Layaway, Financing, In House Financing, and COD.  Then use the Collection report to get in-depth details about how past due IN House Finance accounts are and what you are owed. 

       

      Auto Charge Report – Review active auto charges for those not clearing. 

       

      Income Statement – Accrual (compare By Delivered Sales to By All business Written) Understand the differences, review your cost of goods sold and profit to make sure your company is healthy




      MANAGEMENT 

      Employee Info 

      • Enter Employees for the first time and create their pay rate as well as their passwords. 
      • Enter / Modify Employee Permissions including setting up what the employee can and can do in the system. 
      • Modify Employee allows you to change employee information, deactivate an employee’s ability to enter the system, and keep notes of good and bad actions directly in the employee file 

      Time Clock 

      • View the Clock on a regular basis so that the employees know their time clock is carefully being watched. 
      • Modify the Clock when necessary. 

      Sales Report 

      • Use these on a regular basis to track the quality of your sales staff (% of total sales, % of total collected, % of total profit, average gross margin) 
      • Use this report to view undelivered sales and find out why. This is a good way to check up on all departments at one time. You can click on the quantity confirmed delivered / quantity sold to view details on the operations side of the sale. (example 0/10) 
      • Used to view quotes never transformed into sales and verify notes are made that they are being called on a regular basis. 
      • Use this to manage mailers and letters 
      • Use this to track clients with balances and why. 

      Supervisor Report

      • Sales, Payments, Quick Cash, Refunds, Quotes - This report is used at the end of the day as a daily transaction report and should be matched against the actual receipts with the money in them to verify each receipt contains the proper funds. If a receipt is missing at the end of the day then this report is used to track which employee is responsible for the money. Management can use this report throughout the day to see actual revenue for the day or period selected. 
      • Delivery/Pickup, Back Order, Repair, Transfer - this report should be checked every day to verify that no memos that have been generated have been left unconfirmed. It also allows an overview of what memos were done for the selected days as well as any notes related to the memos. It is also helpful in catching missing merchandise during transfers. 
      • Advertising Reports should be viewed at least once a month to establish what methods of advertising are productive. At the time these advertising reports are being analyzed, the schedule for the upcoming month can be restructured. 
      • View all calendars should be spot-checked for overstaffing in the operations department based on the number of pickups and deliveries going out, as well as the number of shipments arriving from vendors. 
      • Inventory adjustment reports are probably one of the most important reports to view on a regular basis. It shows any changes both positive and negative made to inventory without using a purchase order to add inventory or a customer delivery/pickup memo to delete inventory. This report also shows the value of overages and shrinkage in the inventory. It event includes recorded names, times, and dates reflecting the responsible parties for the changes. 

      Finance Department Report 

      • View Reports
      1. By Date of Contract helps to avoid the expiration of approvals. The date of the contract should not be older than three months or there is a chance the approval may not be funded by the finance company.
      2. By unconfirmed receivables can help avoid not being paid by third-party finance companies once merchandise has been delivered. 
      3. Viewing all Credit Checks is possibly one of the most powerful reports for a manager. Used throughout the day if you offer financing to most clients, you can get a true picture of who has entered your store, their credit score and a copy of their credit report to verify whether or not they are approvable, If they are approvable there should be at least once sale listed beside the credit check or a note explaining why they were not sold. 
      4. Weekly or Monthly depending on your offering Review report of Auto Charges not clearing, about to expire and about to be charged. 




      Advertising Department 

      • Advertising Reports should be viewed at least once a month to establish what methods of advertising are productive. At the time these advertising reports are being analyzed, the schedule for the upcoming month can be restructured. 
      • Add Category is the module through which methods of advertising are recorded and maintained at least once a week or anytime a new advertisement is due to hit the market. 
      • Add Remove Expenditure is used to enter and modify all the expenditures related to the recorded forms of advertising. 
      • Advertising calendar is used to get a daily, weekly, and monthly overview of all monies being spent on advertising, and then break it down into more detail explaining exactly what the money is being spent on. 
      • Manage Ads and Videos on an integrated website (if included)

      FINANCING DEPARTMENT 

      • View all Credit Checks is possibly one of the most powerful reports for a manager. Used throughout the day if you offer financing to most clients you can get a true picture of who has entered your store, their credit score, and a copy of their credit report to verify whether or not they are approvable, then using their knowledge of the multiple financing company alternatives. The information collected should be used to process a customer’s credit, and if necessary appeal the decisions. All notes relating to the approval process should be recorded directly into the notes area of this report so that other people can have access to view the approval status. 
      • Confirm Financing Payments is where money is recorded that is paid by the financing company through direct deposit, check, or credit card. Confirming the payment will bring the customer sale to a "funds accounted for paid to 0 balance" status. 
      • Manage the Accounts Receivable – Collection Report if your company offers In House Finance
      • Manage all upcoming Auto Drafts and Not Clearing Auto Drafts for In House Finance, Layaways, and COD

      Again, the information listed above encompasses most of the activities required and suggested to be done through the EZ Process Pro Software system. Leaving out any one of them could cause a failure in the functionality of the system therefore inhibiting you from utilizing your software to its fullest capabilities. Please use this information as a guideline to structure your current.

       

      OWNERSHIP or HEAD MANAGEMENT TEAM REGULAR TEAM CHECKUPS

       

      Operations review

      Daily 

      Ordering- Items for PO – Select “View All”  

      Sales on there have Estimated Dates of Delivery NONE should ever be past dates. 

      • The customers need to be contacted by operations and a better-Estimated Delivery Date should be entered. All sales that don’t want their product EVER to need to be canceled. Some of these might be 100% finance deals that don’t want to take their product.  This means there is no money connected to the sale, only funds accounted for and some members of your team called it a finance deal before they actually signed the contracts and/or were not 100% approved.  Hopefully, sales teams are not doing this!  Please check in to all the sales.  You can click on the sale # under the DETAILS column to see the sale (most I checked that are old were 100% financed.  No sale should be considered Funds Accounted For unless all contracts have been signed with the finance company and the client is approved with no paperwork or proof of information pending. 
      • If it is still an active sale and the Date underestimated Date of Delivery is past or closed and they are not taking the items, please fix the estimated date of delivery.  This date should always be accurate and NEVER in the past.
      • If the date is coming in the next day or so it needs to be added to a PO (Operations will have to decide based on the manufacturer how far out she needs to order the items) 

      NOTE:   this is one of your assigned reports to check daily to make sure no dates are older than the current date of today.  If they are you need to get your appropriate department to correct it




      DAILY

      Ordering – Purchase Orders – Non-Received Purchase Orders

      • The ETA is supposed to be put in on EVERYTHING.  If anything changes about the ETA the operations department needs to update it.  EVEN IF IT IS ORDERED TODAY AND COMING TODAY OR TOMORROW.  Look to make sure none of the ETA dates are past dates otherwise, someone is not doing their job in operations, and you will need to contact that department. 
      • Look at the PO date.  Anything with a PO Date older than 3 weeks needs to be researched unless it is coming in from overseas and is really still on order. You should be able to know by the ETA.  There is a possibility you received it and someone forgot to check it into the system which will mess up your inventory.  If the supplier is local and older than a week, chances are it should not be there





      Once a week

      Management- Reports- Supervisor Reports- Inventory Movement Reports

      You will check this report weekly.  When you pull the report, pull it for the entire week and all movement.  It should look like below when you pull it.  

      The Purpose is 

      1:  You are looking at the costs to see if anything looks weird or wrong.  This will show you everything received into inventory and everything that is left in inventory.

      2:  AFTER you retake inventory you should NEVER see anything that says ADJUSTMENT or INVENTORY ADJUSTMENT.  This means someone is making changes and you need to research the reason.  Everything should come into inventory with a Purchase Order and Everything should leave inventory with a Delivery /Back Order Memo.  The only other way items move is a transfer or bring back.  All of which are tracked and would ensure the inventory stays accurate.  So, if someone needs to do an adjustment chances are they are breaking many, many other areas or someone is not doing their job which you will see in reviewing all the Ownership / Head Management Reports



      Once a week

      Management – Adjustment- Correct Active Items with $0 cost.  This report will show you all the mistakes made by the people entering the product.  Everything needs a cost.  You can also control this in system settings. 

      There should not be ANYTHING in this report ever.  If there is, please get with the Website and System Data Management

       

      ______________________________________________________________________________________

       

      Monthly

      Finance Department and Sales Staff Review

      - Making sure we are confirmed paid on all deals and that there are no pending partially delivered deals and no deals that may have expired not yet delivered.  You will not be doing the confirmation of Payments, but you will be monitoring 1 report.  You will also be monitoring the credit check report to make sure notes have been made on everything and that anyone who has a GREAT beacon has been buying!

      - Make sure your auto charges are clearing and those that are not have been contacted

      - Follow up on open accounts receivable for IN House if your company offers In House by visiting the Accounts Receivable -Collection Report

       

      Daily
      Management- Finance Department- View all Credit Checks:  Make sure notes are being made on EVERY credit check.  These notes must be made at the point of processing to let YOU know what is going on with these sales and figure out if someone has a chance of being sold if the salesperson turns over, or a more powerful salesperson works with them.  Maybe you can figure out how to sell them more, or IH finance some if the sale is large enough.  This is for monitoring and a habit EVERYONE touching credit must do.

       

       

      Daily

      Management- Finance Department- Reports- By Unconfirmed Receivables (pull from 1/1/16 to current date) 

      Someone needs to go into this report AT LEAST 4 DAYS A WEEK. They will pull the online bank statement and confirm payment on those you have been funded.

      1.  You are looking for the column that says Delivery Confirmed Date.  If it is still in this report and the confirmed date is older than a week then there is an issue, and you need to follow up with the credit department and or the person confirming.
      2. It is important that this stays up to date and NEVER gets behind again.  It affects the accounting side of the system.  Once you get the money in real life, the system revenue and supervisor reports must also show that money came in.  The way that happens is the CONFIRM



      Weekly 

       

      Management- Finance Department- Reports- Partially Delivered Sales -1/1/2016 to the current date. 

      Management- Finance Department-Reports- Not Delivered Sales - 1/1/2016 to current date What you are looking for:

      1. Whoever confirms you are being paid by the finance company needs to start putting in the EXACT check # or Ticket #.  This is what is given to you when the payment is authorized to be deposited. You need this for tracking purposes They can’t fix the old but must start putting in the real info on the new.  You can either choose to do it upon authorizing the funding if you are using the bank ledger to then confirm you got the money or you can wait until you get the money. Either is ok as long as it's updated daily to match what actually happened at the bank AND the correct CHECK OR TICKET # is recorded. This can be no more than a week behind meaning by the end of each week that week’s payments must be confirmed.
      2. Make sure whoever is confirming payments is filling in the NOTICE box when confirming a payment to explain the reason for the amount withheld.  For example, they would type 24 months with no interest.
      3. Sales that have a Date of Sale older than 3 months but not confirmed paid by finance (as you see on sale 1910 for $4037.73 with Synchrony below from 4/23/16).  So what you want to see is the Payment Confirmed column says YES for older sales or we need to either void the sale or remove the financing so we don’t accidentally deliver things that the delivery expired.
      4. You are looking for Sales that Payment Confirmed says YES but the Delivery Confirmed Date says NA (this means we funded, and we paid on the deal but never delivered anything and can obviously get in trouble)  
      5. You are looking for a Delivery Confirmed Date showing a partial delivery like this one.  We have been paid for it but the customer still needs the products. 

       

      1. You are looking at Amount Withheld.  Just spot-checking to see if any of the amounts withheld are HUGE or seem off.  This means the company is losing money or someone made a mistake confirming which affects financials. 





      Weekly

      Management- Reports- Sales Reports- Text Sales Report- choose Annual in step 1, skip steps 2,3, and 4.  In step 5 choose Customers with A Balance on Layaway.  Then choose the option Customer with a balance greater than (put $0 in the box) (This is very important because they should NOT be accounting for funds and calling it a finance deal until it is 100% approved).  THAT IS MONEY SITTING ON THE TABLE!!  The girls /guys should be calling these people and the finance department should be working to get their final approval.  They can access these same sales under Sales- Personal Area- My Clients with a Balance on Layaway.  There is a NOTES column where they should make notes and then you can see them under the note’s column in this report. 



      Weekly and Monthly

      Management- Reports- Sales Reports- Text Sales Report- choose weekly or monthly in step 1, skip steps 2,3, and 4.  In step 5 don’t check anything just go to the right of the By Delivered and check Use all items with confirmed delivered date (then click search)

      This report is how you monitor your income from a sales perspective “delivered sales for a certain time period” It will allow you to analyze sales staff, profit, etc. 



      When the report comes up there is a drop menu in the top left corner (the one that says average gross margin) Click thru drop menu:  Total Sales (W/O Void) Average Gross Margin (W/O void); Total Profit (W/O Void)





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      Delivery Department Review

       

      Making sure all deliveries are being confirmed in a timely manner (same to next day)and that nothing is slipping through the cracks (this is 1 Report).  You will also be checking the inventory movement report to make sure nothing looks fishy (1 report)

       

      Daily

      Memos not confirmed:  Management- Reports- Supervisor Reports- Delivery, BackOrder, Repair, Service Transfer –The first time you pull the report if you are cleaning up it will be from your go-live date to current.  After that, you will do it from the previous day only to keep up with it daily.  Choose memo type ALL – Select Memo Status Not confirmed (these are the PROBLEM ones if they are not confirmed and should be)

       

      If you are a live customer and have cleanup to do which includes plans to retake inventory, then this has to be done BEFORE you do the inventory count. 


      You are going to pull it like this: 

      Each day, all the memos from the day before need to be confirmed or if they did not happen then the memos need to be confirmed that nothing or QTY 0 got delivered, brought back, or transferred. You do not leave memos sitting open.  You will simply need to reprocess.  That clears the product and puts it back to the correct inventory.




      DAILY

      This is the same report as above but will be pulled a little differently:  Memos not confirmed:  Management- Reports- Supervisor Reports- Delivery, BackOrder, Repair, Service Transfer – From 1/1/16 to current day- choose memo type ALL – Select Memo Status ALL




      Here is what you are looking for:

      1.  Ordered and Received or Shipped and Arrived not matching:  Under Date Confirmed it says how many items were confirmed.  For example, 8/8 on the first line means of the 8 items sold, 8 were delivered. So memo 1001 below says only 9 of the 12 items transferred got to their new location.  You would want to check in to something like that to confirm verbally that it is still at the original location and did not just go missing in between.  Same thing for memos that are deliveries.  If only 6/11 items are delivered you want to click on the 6/11 to see what is going on.  Did the drivers just not bring the product?  Was something wrong with the product when it arrived?  Were all the items actually delivered and they made a mistake when confirming?  Every time we have to go to a customer there is a substantial cost.  The trick is to get it all right on the first visit. 
      2. You are looking for a $ amount in the Receivable Balance (Recv Bal). column.  This is where it will show up if we did a delivery, but the customer still owes you money for things such as COD, IH Finance, or 3rd Party Finance and we have not confirmed we have been funded yet.  





      Monthly

      Accounts Receivable Collections – Management- Reports- Financial Reports- Accounts Receivable- (regular receivable and Collection Report.  Look at the accounts receivable to determine how much overall people owe you on Layaway, Financing, In House Financing, COD.  Then use the Collection report to get in-depth details about how past due IN House Finance accounts are and what you are owed. 

       

      Auto Charge Report – Review active auto charges for those not clearing. 


      Income Statement – Accrual (compare By Delivered Sales to By All business Written) Understand the differences, Review your cost of goods sold and profit to make sure your company is healthy